3.8: Submission Checklist

Submission Checklist

This checklist is your final quality gate before submission. A complete, well-organized procurement package signals execution readiness and professional discipline. Use this checklist to confirm that your Procurement and Solicitation Plan is coherent, defensible, and ready for review.

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A. Procurement and Solicitation Plan – Core Sections

Confirm that your document includes all of the following sections and that each section is fully developed:

• ☐ Introduction

  • Clearly states the purpose of the document

  • Defines scope boundaries (what is included and excluded)

  • Identifies the intended audience

  • References the inputs used (outsourcing plan, leadership direction)

• ☐ Procurement Strategy

  • Restates why outsourcing is being pursued (procurement lens)

  • Defines procurement objectives

  • Links procurement decisions to service delivery outcomes

  • Defines how procurement success will be measured

• ☐ Project Scope Identification for Outsourcing

  • Clearly identifies what is being outsourced

  • Identifies what remains in-house

  • Defines scope boundaries and handoffs

  • Explains why selected components are suitable for outsourcing

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B. Procurement and Solicitation Process

Confirm that the end-to-end process is fully documented and executable:

• ☐ Establish Requirements

  • Explains how requirements are provided to vendors

  • Describes vendor validation and clarification process

  • Identifies risks of unclear or incomplete requirements

• ☐ Statement of Work

  • Defines scope, deliverables, milestones, and acceptance criteria

  • Aligns with outsourcing scope and procurement strategy

• ☐ Request for Proposal

  • Describes how vendors are identified and invited

  • Defines communication controls and timelines

  • Aligns proposal expectations with scope and SOW

• ☐ Vendor Evaluation and Selection

  • Clearly defined evaluation criteria and weighting

  • Describes collaborative evaluation process

  • Explains how selection decisions are justified and documented

• ☐ Contract Negotiation and Signing

  • Identifies contract structure and type

  • Documents negotiation steps and parties involved

  • Describes approval and signing process

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C. Execution, Governance, and Control

Confirm that active management—not passive oversight—is demonstrated:

• ☐ Managing the Outsourced Work

  • Documents monitoring processes for:

    • Quality

    • Budget

    • Schedule

    • Scope

    • Team

  • Assigns responsible roles

  • Defines reporting frequency

  • Identifies reports or artifacts used

• ☐ Manage, Evaluate, and Monitor the Contract

  • Describes how risks are tracked and escalated

  • Explains how performance issues are identified

  • Documents corrective action process

  • Defines governance enforcement mechanisms

• ☐ Project Close-Out and Contract Closure

  • Includes acceptance verification

  • Confirms scope, schedule, and budget completion

  • Documents risk and issue closure

  • Addresses knowledge transfer and vendor offboarding

  • Includes formal closure and sign-off

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D. Roles, Timeline, and Outputs

• ☐ Clearly identifies key roles and participants

• ☐ Estimates realistic timelines (weeks/days) for major procurement phases

• ☐ Lists all expected outputs produced by the procurement process

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E. Procurement Plan Sign-Off

• ☐ Includes a formal sign-off section

• ☐ Identifies approving authority

• ☐ Provides space for name, signature, and date

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F. Professional Quality and Organization

• ☐ Document is logically structured and easy to follow

• ☐ Writing is clear, professional, and consistent

• ☐ Terminology is used consistently across sections

• ☐ Sections align with decisions made in Milestone 1

• ☐ No contradictions between strategy, scope, and process

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G. Final Submission Requirements

• ☐ All sections compiled into a single cohesive document

• ☐ File name follows required naming convention

• ☐ All team members credited

• ☐ Document reviewed for completeness and clarity before submission

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Final Reminder

This milestone is evaluated as a real procurement execution plan, not an academic outline. If your document could reasonably be approved by leadership and used by a procurement or project team, you have met the intent of Milestone 2.

Before submitting, ask yourself:

Could someone outside this class execute this plan without asking follow-up questions?